Oregon State Bar Special Open Meeting of the Board of Governors May 24, 2012 Minutes The meeting was called to order by President Mitzi Naucler at 5:00 p.m. on May 24, 2012. The meeting adjourned at 5:30 p.m. Members present from the Board of Governors were Jenifer Billman, Hunter Emerick, Ann Fisher, Michael Haglund, Ethan Knight, Theresa Kohlhoff, Tom Kranovich, Steve Larson, Maureen O’Connor, Travis Prestwich and Richard Spier. Staff present were Sylvia Stevens, Helen Hierschbiel, Rod Wegener, Kay Pulju, Susan Grabe, Judith Baker and Camille Greene. Board members not present: Barbara DiIaconi, Patrick Ehlers, Michelle Garcia, Matthew Kehoe, Audrey Matsumonji and David Wade. 1. Replacement Appointment to the Client Security Fund In the absence of Appointments Committee Chair, Barbara DiIaconi, Steve Larson presented the committee’s recommendation of Ronald Atwood as replacement appointment to the Client Security Fund. Mr. Atwood’s term will expire 12/30/2014. Motion: The board voted unanimously to approve the committee motion for the appointment as recommended. [Exhibit A] 2. Centralized Legal Notice System Ms. Baker provided the board with a draft business plan for the Centralized Legal Notice System. A discussion followed. The board agreed that more information would be needed before the BOG can decide whether to proceed. [Exhibit B] BOG Open Minutes – Special Meeting March 30, 2012 OREGON STATE BAR Board of Governors Agenda Meeting Date: May 24, 2012 Memo Date: May 24, 2012 From: Barbara DiIaconi, Appointments Committee Chair Re: Volunteer Appointments to Various Boards, Committees, and Councils Action Recommended Approve the following Appointments Committee recommendations. Client Security Fund Committee Recommendation: Ronald Atwood, member, term expires 12/30/2014 Centralized Public Notice System Projected Budget Startup 1st year 2nd year 3rd year 4th year 5th year 6th year Revenue 40,900 ads @$80/ad $0 $3,272,000 $3,272,000 $3,272,000 $3,272,000 $3,272,000 Expenses Startup costs (a) Internal (b) 97,620 External/Out of Pocket 91,500 Marketing 45,000 Annual Maintenance External Support Costs 55,000 57,800 60,700 63,700 66,900 New personnel 90,000 94,500 99,200 104,200 109,400 Existing personnel (management) (c) 27,000 28,400 29,800 31,300 32,900 Administrative Costs 38,700 40,600 42,600 44,700 46,900 Total Expenses 234,120 210,700 221,300 232,300 243,900 256,100 Gross Revenue (234,120) 3,061,300 3,050,700 3,039,700 3,028,100 3,015,900 Payback OSB Startup Costs (234,120) Legal Aid Funding (2,800,000) (3,000,000) (3,000,000) (3,000,000) (3,000,000) Net Revenue ($234,120) $27,180 $50,700 $39,700 $28,100 $15,900 Accumulated Reserve ($234,120) $27,180 $77,880 $117,580 $145,680 $161,580 Notes (a) Startup costs advanced by OSB (b) Existing OSB IDT staff and contractors; may include using more outside contractors; full cost sllocated as this project delays OSB projects (c) Existing OSB manager absorbing this role Oregon Legal Notices - Project Estimate Project Name: Submitted for Review: Date Approved: Oregon Legal Notices Website Project Manager: Project Sponsor(s): Judith Baker Project Stakeholder(s): Executive Summary The goal of the Website is to facilitate publishing and access of all statutorily required legal notices, making them readily available and searchable to the public while meeting disclosure requirements, thereby creating a unified state system for all legal notices in Oregon. Revenues from posting and a subscription-based alert feature will ultimately raise funds for the Oregon Law Foundation. This project is contingent on Oregon Legislation changes to legal notice laws, so the earliest we would know if this is approved is June 2013. Project Description Development Needs • Create web components to support the posting, viewing and reporting of legal notices on an online web portal. • Interface/Functionality to search and display legal notices • Interface/Functionality to create and post notices with ability to pay online • Interface/Functionality to subscribe to notices with ability to pay online • Interface to support OSB administrative functions of the site such as content management and reporting • Integration with OSB Financial System • User Account Administration – secure self-service method to create and maintain login credentials to create & subscribe to notices • Notification functionality for internal and external process workflows such as an affidavit used to prove legal notice. Additional Features & Functionality • Digital Signature integration • Search Engine Optimization Project Deliverables Proposal from Legal Interactive Oregon_State_Bar_ Open_Records_Proposal.pdf • Complete public notice management of posting, viewing and reporting • Powerful Apache Solr that powers many of the largest sites online that includes rich document searches, content recommendations, hit highlighting, database integration and index replication • Fully integrated, PCI e-commerce system that allows users to pay to post notices • Membership subscription feature that allows members to subscribe to receive notices for a fee and manage account with login credentials • Complete Content Management system that permits OSB staff to add, delete, and edit all content • Complete Integration with the OSB financial system • Workflow system allows you to tailor permissions and customize workflow to your organizational needs • Digital signature integration for all requested areas of the site (Rightsignature subscription required) • System can handle over a million postings per year by thousands of users. • Accessibility and Section 508 Compliance. Site meets ADA guidelines. • Upgrades and new features are included with every subscription. • Government-level security requirements that include Passwords that comply with Level 2 of NIST'S • Electronic Authentication Guidelines, https is pre-configured, and CAPTCHA comes standard on all forms • KPI Dashboard reporting system provides real-time metrics for your data. Example Tasks to Manage Program Example work required by new program staff may include: • Ensure program is meeting legal requirements through defined business rules implemented by the Oregon State Bar. • Enhance the use and adoption of the product through means of communication to the potential audience of the website. • Act as liaison with external organizations as needed to provide expertise surrounding public notices. • Define training and education on the processes surrounding the use the tool both internal and external users. • Assist in customer service related tasks as they arise. • Create and manage reports as needed for management and finance. • Troubleshoot website and process issues and bring attention to issues as they arise. • Manage non notice website content as needed. • Review notification and confirmation templates as needed to provide corrections, removals and/or additions. • Potential audit or review of posted legal notices. Example finance staff work: • Account Management for institutions who create multiple postings a month, rather than having to provide a credit card for every post. • Provide assistance with exceptions that result from the large volume of transactions. • Support the additional eCommerce feature set in Great Plains. • Support the new OSB staff that will manage the program overall. Project Timeline - 1 Year Initiation & Planning stages: • Define detailed business requirements by translating legislation into understandable business rules for the overall program and software to operate • Define marketing and communication plan Execution stages: • Execution of web development activities • Execution of marketing and communication activities • Staff training and procedural implementation activities • User Acceptance Testing • Web site implementation activities • Website and system go-live Summary Budget **This estimate does not cover potential Marketing costs** Project Budget Internal Costs Internal Costs External Costs L1$ 24.00 L3$ 69.00 WAM$ 85.00 L2$ 41.00 Mixed$ 45.00 WEB$ 95.00 Internal Cost Resource Tasks Hours Cost BSA & Project Manager Manage Project, Requirements Support 520$ 21,320.00 Stake Holder - OSB Management Provide Guidance and Decision Making 500$ 34,500.00 Stake Holder - OSB Finance Provide Guidance and Decision Making 250$ 17,250.00 Project Sponsor - OLF Director Provide Guidance and Decision Making 130$ 8,970.00 Developer Assist with OSB Application Integration 100$ 4,100.00 System/Network Administrator Support Solution Design 40$ 1,640.00 OSB Support Staff (multiple resources) User Acceptance Testing 80$ 3,280.00 OSB Support Staff (multiple resources) Documentation, Training, Communication 160$ 6,560.00 Total Hours 1780 Total Cost $ 97,620.00 External Cost Resource or Software Hours Cost Web Site Development Costs $ 52,000.00 Great Plains Business Ready Licenses for eCommerce $ 15,000.00 Great Plains Consultant 100$ 20,000.00 Staff Computer Equipment $ 4,500.00 Total Hours 100 Total Cost $ 91,500.00 Total Project Cost $ 189,120.00 Post Production Support Costs - YEAR 1 Description on Cost Cost Enterprise Software & Database Monthly Hosting Fee - $2700 a month $ 32,400.00 Search Engine Optimization - $679 a month $ 8,148.00 Maintenance & Support Plan - $250 a month $ 3,000.00 IBM Twice Daily Web Site Backups Included Hardware (Server/Drives/OS) Included 1 Hour Per Month Of Custom Software Programming or Requested System Updates Included Software Support Maintenance - Anticipated Enhancements - a year (50 hours x $95) $ 4,750.00 Digitial Signature -$199 a month $ 2,388.00